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#102059 Administrative Assistant Supervisor

Company: University of California - San Diego Medical Cente
Location: San Diego
Posted on: November 11, 2019

Job Description:


Extended Deadline: Wed 11/13/2019

UCSD Layoff from Career Appointment: Apply by 10/03/19 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 10/15/19. Eligible Special Selection clients should contact their Disability Counselor for assistance.


UCSD Department of Neurosurgery is among the leading neurosurgical centers in the country. The Department offers challenging career opportunities in the diverse areas of state-of-the-art clinical services, advanced educational programs, and cutting-edge research. The department is committed to offering a dynamic learning environment and growing opportunities to its talented and dedicated employees.

Under general supervision of Exec. Director of the Chair's Office, the incumbent will serve as the Administrative Assistant Supervisor for the Department of Neurosurgery. The Neurosurgery Administrative Assistant Supervisor is responsible for reviewing and prioritizing all administrative and patient requests and communications involving and in support of the Neurosurgery Faculty. Provides training and oversight as appropriate to other staff for administrative and clinical tasks needing to be performed. Monitors staff productivity and balances staff assignments for effective service delivery. Assesses educational and training needs of staff and facilitates staff development.

Manages day-to-day smooth operation of administrative functions, including long- and short-range administrative needs. Interacts closely with Department faculty and Department Business Office Staff. Using sound judgment, troubleshoots/resolves administrative issues. Oversees and/or directly performs the documentation and information gathering required for daily triage phone calls and requests. Monitors and determines the need for office supplies and orders using on-line ordering system. Coordinates meetings and training sessions with industry representatives from various medical companies by arranging dates, times and location.
Fosters stellar customer service by receiving and returning phone calls in a timely manner.

Responsible for verifying appointments/scheduling using on-line systems. Assists with patients scheduling changes as needed. Responsible for coordinating and executing projects, independently composing correspondence, managing complex appointment calendar and travel schedule, coordinating meetings and special events, and serving as liaison with constituents on behalf of Division faculty. Prepares, oversees and authorizes payment authorizations, purchase orders and travel for Neurosurgical faculty. Coordinates medical staff privileging and oversees maintenance of licensing (i.e. medical, DEA, etc.). Coordinates preparation of academic review and merit files.

The Administrative Assistant Supervisor will supervise a team of support staff and must be comfortable directing and guiding the work of the team. Performs other duties and responsibilities as needed. Receives predetermined work assignments that are subject to a moderate level of control and review. Directs subordinates to complete assignments using established guidelines, procedures, and policies. Works on issues of limited scope. Requires full knowledge of own area of functional responsibility.



Bachelor's Degree in related area; and/or equivalent experience/training.

A minimum of three (3+) or more years of senior-level administrative experience.

Demonstrated working knowledge of the organization's processes and procedures, rules and regulations. Demonstrated skills to evaluate issues and identify resolutions.

Working knowledge of how to accurately complete invoices and ordering forms. Working knowledge of specific forms and mechanism used for ordering supplies and services.

Experience in screening telephone calls and directing callers to appropriate resource or to physician or staff for further screening and disposition.

Proven ability to hire, train, supervise, and schedule work of others. Skill in initiating team building techniques to create a positive working environment and organizational cohesiveness.

Working knowledge of the standard pre-test and pre-procedure instructions which patients may receive. Ability to distinguish between instructions which may be provided by the doctors or staff.

Proficiency using organization-specific and other computer application programs. knowledge of computer operations with proven data entry skills. Working knowledge of Epic Enterprise system as required to perform job functions.

Excellent interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling to effectively motivate others.

Strong service orientation skills, including tact, diplomacy and flexibility in order to deal effectively with medical and ancillary staff, patients and general public.

Proven ability to set priorities, maintain composure and function efficiently under high volume, multiple demand work conditions.


* General knowledge about neurosurgical clinical and office services. Knowledge of content and structure of medical records.

* General knowledge of UCSD Medical Group clinical service and Medical Center services with respect to geographic location, telephone number and type of service provided.

* Proven ability to maintain confidentiality and knowledge of UCSD policy and procedures regarding release of information.


Employment is subject to a criminal background check.

UC San Diego Health is the only academic health system in the San Diego region, providing leading-edge care in patient care, biomedical research, education, and community service. Our facilities include two university hospitals, a National Cancer Institute-designated Comprehensive Cancer Center, Shiley Eye Institute, Sulpizio Cardiovascular Center, and several outpatient clinics. UC San Diego Medical Center in Hillcrest is a designated Level I Trauma Center and has the only Burn Center in the county. We invite you to join our dynamic team!

Applications/Resumes are accepted for current job openings only. For full consideration on any job, applications must be received prior to the initial closing date. If a job has an extended deadline, applications/resumes will be considered during the extension period; however, a job may be filled before the extended date is reached.

UC San Diego Health is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see:

UC San Diego is a smoke and tobacco free environment. Please visit for more information.

Keywords: University of California - San Diego Medical Cente, San Diego , #102059 Administrative Assistant Supervisor, Administration, Clerical , San Diego, California

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